Different audiences require different communication styles and media. In this assignment, you will communicate the same information to different audiences in different formats.
You have been coordinating with the benefits team to modify the current employee benefits package to support your long-term employee engagement and retention strategy.
After a lot of research and communication with different providers, the benefits team has sent you the following memo regarding the change. As part of the team spearheading the benefits change process, you are tasked with communicating details of the new package to the affected audiences.
Memo
From: Benefits Department
To: Director, Strategic Planning
RE: Change in Benefits
Overview: The company has had the same benefits provider for ten years and we have reached the end of the contract. As premiums and the cost to the company have increased every year, benefits have remained the same and even decreased in some areas. Additionally, employees have been sharing concerns regarding the cost, co-pays, coverage, and options of the current provider. Therefore, in order to conduct due diligence, the benefits team began reviewing other providers last year. Based on the feedback of employees and needs of the company, the following criteria were considered in the search:
Price of premiums
Lower deductibles
Improved dental plan option
Improved eye care plan option
Inclusion of health care savings or spending accounts
Enhanced long-and short-term disability coverage
Wellness programs
Reduced premiums for nonsmokers
After reviewing the different plans offered and extensive consultation with other stakeholders, the benefits team has selected a new program. Compared to the current program, employees will experience the following enhancements in the new program:
Plans with multiple deductible options
Health care savings account
A wellness program that offers access to a weight loss application, incentives for wellness visits and activity logs, and reimbursement for gym memberships and smoking cessation programs
Improved dental plan
Although these were part of the search criteria, the new program does not include:
Lower premiums
Improved eye care plan options
Reduced premiums for nonsmokers
Enhanced long-and short-term disability coverage
Benefits to the company include:
Reduced premiums for the employees engaging in wellness programs
Additional reduction in rates for in-network usage
The option of a “gold plan” for executives that is significantly more cost-effective than the previous plan
The new benefits plan will go into effect on January 1 of the new fiscal year and will be rolled out during the open-enrollment period of the current year.
Please contact the benefits department if you have any questions.
Prompt
Using the information in the memo above, create the following pieces of communication. Remember to tailor the information to be appropriate for the target audience.
An email to all affected employees
Describe what is changing and why.
Explain the benefits of the change and how it will affect employees.
A brief, three- to four-slide audio presentation to the human resources team. If audio is not available, include detailed speaker notes instead.
Describe what is changing and why.
Explain the benefits of the change and how it will affect these teams.
Full Answer Section
o ensure we're providing a comprehensive and valuable benefits package that meets the evolving needs of our employees and remains sustainable for the company, the benefits team undertook an extensive review of other providers over the past year. Your feedback was a crucial part of this process, and we prioritized the following factors in our search:
- Price of premiums
- Lower deductibles
- Improved dental plan options
- Improved eye care plan options
- Inclusion of health care savings or spending accounts
- Enhanced long- and short-term disability coverage
- Wellness programs
- Reduced premiums for nonsmokers
What's Changing and How It Benefits You:
We're pleased to share that we've selected a new benefits program that will offer several key enhancements designed to better support your health and well-being:
- More Deductible Options: The new program will provide you with multiple deductible options, allowing you to choose a plan that better aligns with your individual healthcare needs and budget.
- Health Care Savings Account (HSA): You will now have access to a Health Care Savings Account (HSA), providing a tax-advantaged way to save and pay for eligible healthcare expenses. This empowers you to manage your healthcare spending more effectively.
- Comprehensive Wellness Program: We're introducing a robust wellness program designed to support your healthy lifestyle. This program will offer:
- Access to a weight loss application.
- Incentives for participating in wellness visits and tracking your activity.
- Reimbursement for gym memberships and smoking cessation programs.
- Improved Dental Plan: You will see enhanced coverage and potentially better options within the new dental plan.
Important Considerations:
While we've made significant improvements in several key areas, it's important to note that the new program will not include:
- Lower overall premiums compared to the current starting point.
- Improved eye care plan options at this time.
- Reduced premiums specifically for nonsmokers.
- Enhanced long- and short-term disability coverage.
We understand that these were also areas of interest, and we will continue to evaluate these needs in future benefits reviews.
What's Next?
The new benefits plan will go into effect on January 1st of the new fiscal year. We will be holding an open enrollment period in the coming months where you will have the opportunity to learn more about the specific plan options, ask questions, and make your selections. We will share detailed information about the open enrollment schedule and resources soon.
We believe these changes will provide a more flexible, supportive, and engaging benefits package for our employees. We encourage you to attend the upcoming open enrollment sessions to fully understand the new options available to you.
If you have any immediate questions, please do not hesitate to contact the Benefits Department.
Sincerely,
[Your Name/Team Name]
2. Brief, Three- to Four-Slide Audio Presentation to the Human Resources Team (with Detailed Speaker Notes)
Slide 1: Title Slide
- Title: New Employee Benefits Package: Preparing for a Successful Rollout
- Subtitle: Information for the Human Resources Team
- Presenter: [Your Name]
- Date: May 19, 2025
Speaker Notes:
"Good morning, HR team. Today, I'll be providing a brief overview of the upcoming changes to our employee benefits package. This information is crucial as you will be on the front lines of communicating these changes to our employees and assisting them during the open enrollment period. We'll cover why these changes are happening and how they will specifically impact your teams and responsibilities."
Slide 2: The "Why" and the Changes
- Title: Addressing Employee Needs and Company Sustainability
- Key Points:
- Current provider contract ending after 10 years.
- Rising premiums and costs with stagnant/decreasing benefits.
- Employee feedback highlighted concerns (cost, co-pays, coverage, options).
- New program selected based on price, lower deductibles, improved dental/eye care (partially met), HSAs, enhanced disability (not met), wellness, nonsmoker discounts (not met).
- Key Changes: Multiple deductible options, Health Care Savings Account (HSA), comprehensive Wellness Program, Improved Dental Plan.
- Not Included: Lower premiums overall, improved eye care options, nonsmoker discounts, enhanced disability coverage.
Speaker Notes:
"As you know, our contract with our current benefits provider is concluding after a decade. Over this time, we've seen a consistent increase in premiums and costs for the company, without a corresponding improvement in the benefits offered to our employees. Importantly, we've also listened to employee feedback, which has consistently pointed to concerns about the affordability, coverage, and limited choices within the current plan.
In response, the benefits team conducted a thorough review of alternative providers, prioritizing factors like price, lower deductibles, better dental and eye care options, the inclusion of health savings accounts, enhanced disability coverage, and wellness initiatives.
The new program we've selected brings some significant positive changes. Employees will have more flexibility with multiple deductible options, access to a Health Care Savings Account to better manage their healthcare spending, and a comprehensive wellness program that includes resources like a weight loss app, incentives for healthy behaviors, and gym membership/smoking cessation reimbursements. We've also secured an improved dental plan.
However, it's important to note that we weren't able to achieve improvements in all areas. The new program does not offer lower overall premiums compared to our current starting point, better eye care options, specific discounts for nonsmokers, or enhanced long- and short-term disability coverage."
Slide 3: Impact on Employees and the HR Team
- Title: Benefits for Our Employees & Considerations for HR
- Employee Impact:
- Increased choice with deductible options.
- Financial flexibility with HSAs.
- Support for well-being through the wellness program.
- Better dental care.
- Potential for different premium structures (some may see increases/decreases depending on plan choice).
- HR Team Considerations:
- Need to thoroughly understand the new plan details and options.
- Preparing for a higher volume of employee questions during open enrollment.
- Communicating the HSA and wellness program details clearly.
- Managing employee expectations regarding areas where improvements weren't possible (premiums, eye care, disability).
- Training on new enrollment systems and processes.
Speaker Notes:
"These changes will have a direct impact on our employees. They will gain more control over their healthcare costs with the multiple deductible options and the HSA. The wellness program offers valuable resources and incentives to support their health and well-being, and the improved dental plan will be a welcome enhancement. It's crucial to understand that while there are many positives, employees may see shifts in their premium costs depending on the specific plan they choose under the new structure.
For the HR team, this transition will require careful preparation. You will need a deep understanding of the new plan details and the various options available to answer employee questions accurately and efficiently. Clear communication about the HSA and the intricacies of the wellness program will be key. We also need to proactively manage expectations regarding the areas where we couldn't achieve improvements. Finally, we'll ensure you receive comprehensive training on any new enrollment systems and processes."
Slide 4: Next Steps & Support
- Title: Preparing for a Smooth Transition
- Key Points:
- Detailed plan information and enrollment guides will be provided to HR.
- Training sessions for the HR team on the new benefits package and enrollment process.
- Development of clear and accessible communication materials for employees (FAQs, comparison charts, etc.).
Sample Answer
Email to All Affected Employees
Subject: Exciting Updates to Your Employee Benefits Package!
Dear Valued Employee,
We're excited to announce some positive changes to our employee benefits package, which will go into effect on January 1st of the new fiscal year. These changes are the result of a thorough review and careful consideration of your feedback and the long-term needs of our company.
Why the Change?
For the past ten years, we've partnered with the same benefits provider. While we appreciate their service, the cost of premiums and the overall expense to the company have steadily increased each year, without significant improvements or added value in the benefits offered. We also heard your concerns regarding the cost, co-pays, coverage, and limited options under the current plan.